Asbestos, Fire Safety and Water Hygiene Risks Assessments and Monitoring Tender

Asbestos, Fire Safety and Water Hygiene Risks Assessments and Monitoring TenderLot 1 – Asbestos Re-Inspection and Managed Service. Lot 2 – Fire Risk Assessment and Managed Service
Lot 3 – Water Hygiene Assessment and Managed Service.

UK-London: Risk or hazard assessment for construction

2013/S 052-085448

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

London Borough of Lewisham
5th Floor, Laurence House, 1 Catford Road
For the attention of: Mike Hurst
SE6 4RU London
UNITED KINGDOM
Telephone: +44 2083146556
E-mail: mike.hurst@lewisham.gov.uk
Fax: +44 2083143092

Internet address(es):

General address of the contracting authority: www.lewisham.gov.uk

Address of the buyer profile: http://www.lewisham.gov.uk/myservices/business/tendersandcontracts/tenders/Pages/default.aspx

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Regional or local authority
I.3)Main activity

General public services
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

Risk Assessments and Monitoring (Asbestos, Fire Safety, Water Hygiene).
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 12: Architectural services; engineering services and integrated engineering services; urban planning and landscape engineering services; related scientific and technical consulting services; technical testing and analysis services
Main site or location of works, place of delivery or of performance: Within the boundaries of the London Borough of Lewisham.
NUTS code
II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)

The categories of service required as part of this contract tender are referred to under the following Lots:
Lot 1 – Asbestos Re-Inspection and Managed Service
Lot 2 – Fire Risk Assessment and Managed Service
Lot 3 – Water Hygiene Assessment and Managed Service
Bidders have the option of bidding for any or all of these Lots.
II.1.6)Common procurement vocabulary (CPV)

71313410, 71600000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots
II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

The contracts will cover circa 131 buildings within the London Borough of Lewisham. The contract will include a management service for the contracts as well as the delivery of risk assessments required for the individual service streams.
Estimated value excluding VAT: 700 000,00 GBP
II.2.2)Information about options

Options: yes
Description of these options: This Agreement is for an initial period of 3 years, with the possibility of extensions totalling up to an additional 2 years, at the Council’s discretion.
Provisional timetable for recourse to these options:
in months: 36 (from the award of the contract)
II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Duration in months: 36 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Lot 1 – Asbestos: Re-Inspection and Managed Service

1)Short description

The successful bidders will be asked to provide an initial first year risk assessment service to include the following:
(a) Conduct annual Asbestos Risk Assessment Surveys
(b) Taking samples as part of the ‘risk assessment’. The tender return must stipulate the estimated amount/cost of samples allowed for in the bid.
(c) Approved laboratory testing of samples taken.
(d) Asbestos Risk Assessment Survey Reports for each site.
(e) Labelling key areas e.g. plant rooms, where asbestos in suspected, where required.
(f) A written record of the location of presumed ACM & its condition, kept up to date.
(g) A written record of where it is presumed ACM does not exist and keep this up to date.
(h) An asbestos report for each site which must include as a minimum:
– An asbestos risk management plan for each site in the form of a RAG report e.g. red, amber, green.
– Prioritisation of the works in the report if labelled the same e.g. red.
– Actions and responsibilities in relation to emergencies.
(i) Lewisham have an existing overall written “asbestos policy and management plan” which needs to be amended if affected by any of the above findings.
The successful bidders will then asked to provide an Annual Monitoring Inspection contract in place, years 2 to 5.
2)Common procurement vocabulary (CPV)

71313410, 71600000

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 2 Lot title: Lot 2 – Fire Safety: Risk Assessment and Managed Service

1)Short description

The successful bidders will be asked to provide the following fire risk assessment services:
(a) Undertake year fire risk assessment surveys at all contracted sites either yearly or every 2 years as defined in appendix or by appointment revisits. The latter may be required in the event of the following:
– There is a change of use for the building.
– There is a significant increase in the occupancy levels.
– There are changes to the structure or a refurbishment of the building involving the removal of partitions and/or the blocking up of doorways and/or additions to the building and/or demolitions etc.
(b) Provide a program of the planned risk assessments clearly showing the applied resource levels and the overall time frame for the program, indicating key milestones.
(c) Attend formal monthly, or as otherwise agreed, progress meetings with the client to update and report on programme progress and any related issues.
(d) Produce Fire Risk Assessment reports for each site containing the following information:
– Assessed fire risk level summary
– Executive summary
– Site details
– Fire action plans/recommendations for each site (clear remedies that must include all recommendations including those that management will have responsibility for thereafter).
– A rating system for each risk identified using a high, medium and low type categorisation.
– The use of photographs to highlight risks and recommendations within each report
– Risk estimation methodology
– Protocol/Purpose of the fire risk requirements
– Sample documentation must be provided with the bid showing all the above items.
(e) Provide a web-based management system for storage, management, monitoring and reporting purposes. Lewisham currently uses in-house a software system from Tribal Ltd. (K2), that will ask bidders to consider as a potential vehicle for delivering these services, but they must also have their own Web system available.
2)Common procurement vocabulary (CPV)

71313410, 71600000

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 3 Lot title: Lot 3 – Water Hygiene: Assessment and Managed Service

1)Short description

The successful bidders will be asked to provide the following water hygiene assessment services:
(a) Undertake an inspection of the hygiene conditions of the hot and cold water systems installed at all contracted sites including mains distribution, stored water tanks, calorifiers and associated outlets, including wash hand basins and showers. As per appendix the inspection of these buildings must be spread over a 2 year period.
(b) Provide a program of the planned works clearly showing the applied resource levels and the overall time frame for the program, indicating key milestones.
(c) Attend formal monthly, or as otherwise agreed, progress meetings with the client to update and report on programme progress and any related issues.
(d) Water Hygiene Assessment reports for each site containing the following information:
– Assessed water hygiene risk summary
– Executive summary
– Site details
– Observations and recommendations for each site (clear remedies that must include all recommendations
– A rating system for each risk identified using a high, medium and low type categorisation.
– The production and use of schematic line diagrams & photographs to highlight risks and recommendations within each report
– Risk estimation methodology
– Technical data and information
– Sample documentation must be provided with the bid showing all the above items.
(e) Provide a web-based management system for storage, management, monitoring and reporting purposes. Lewisham currently uses in-house a software system from Tribal Ltd. (K2), that will ask bidders to consider as a potential vehicle for delivering these services, but they must also have their own Web system available.
2)Common procurement vocabulary (CPV)

71313410, 71600000

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

A Parent Company Guarantee may be required.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Payments may be made following acceptance by the banking agents of the Council.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

No special legal form is required by the grouping of providers but each provider will be required to become jointly or severally responsible for the contract before acceptance.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: (a) is bankrupt or is being wound up, where its affairs are being administered by the court, where it has entered into an arrangement with creditors, where it has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an order for compulsory winding up or administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) has been convicted by a judgment which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) has been guilty of grave professional misconduct proven by any means which the contracting authorities can demonstrate;
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information;
(h) has been the subject of a conviction for participation in a criminal organisation, as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26.5.1997 and Article 3(1) of Council Joint Action 98/742/JHA respectively;
(j) has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10.6.1991 on prevention of the use of the financial system for the purpose of money laundering.
Please refer to Regulation no 23 of the Public Procurement Regulations 2006 (SI No 5) for additional rejection criteria (see http://www.opsi.gov.uk/si/si2006/20060005.htm

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Economic and financial ability of economic operators will be based on the financial proposal submitted, and from an economic operator’s financial strength, financial capacity and financial risk. As part of this analysis, the Council may obtain a current financial assessment from its credit reference agency Dun & Bradstreet (http:// www.dnb.co.uk/). Economic operators will be assessed, amongst other matters, according to the level of risk stipulated by D&B. Any Economic Operator being given a higher than average (or worse) risk rating may be disqualified. Full details are in the Invitation To Tender (ITT) document.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Technical capacity will be examined from the completed tender and supporting documentation, and checking company track record and references. Candidates must have in place acceptable management policies and procedures in terms of Health& Safety, Quality Management, Equality & Diversity, and Environment & Sustainability. Full details are in the Invitation To Tender (ITT) document.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no
III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated below

1. Financial detail including price. Weighting 40

2. Technical ability. Weighting 15

3. Quality and Operational Competence. Weighting 14

4. Service Development. Weighting 6

5. Customer Care. Weighting 8

6. Health and Safety. Weighting 12

7. Environment and Sustainability. Weighting 3

8. Equality and Diversity. Weighting 2

IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

Contract-048405
IV.3.2)Previous publication(s) concerning the same contract

no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 25.4.2013 – 12:00
IV.3.4)Time limit for receipt of tenders or requests to participate

2.5.2013 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders

Date: 2.5.2013
Place:

Lewisham Town Hall, Catford, London SE6 4RU

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Delegated representatives of the Chief Executive.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no
VI.3)Additional information

The relevant legislation that each service must be compliant with is as follows:
– Asbestos Inspections – Compliance with the Control of Asbestos Regulations 2012.2.2
– Fire Risk Assessments – Compliance with the Fire Precautions (Workplace) Regulations 1997, As Amended 1999, combined with the Regulatory Reform (Fire Safety) Order 2005.
– Water Hygiene – Compliance with the Approved Code of Practice (the ACOP and guidance Legionnaires’ Disease: The control of Legionella bacteria in water systems (L8) HSE).
The Contract to be used will be the NEC3 Professional Services Contract, including latest revisions made by the LDED Act of 2009 (enacted 1st October 2010). In addition the Terms and Conditions of the Contract will include the Council’s Conditions of Contract.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:11.3.2013